1.1.1. Deliverable production process
1.1.1.1 Characteristics of the deliverables in BaSysBio
OBJECTIVES OF THE DELIVERABLES IN THE PROJECT
Deliverables represent verifiable outputs of the project, which are submitted to the Commission. The objectives of each deliverable are presented in the Description of Work (DoW) and the schedule for the first 18 months period is indicated in the Annex I of this Management Guidelines. NB: Each WP leader can define specific internal WP deliverables. These internal deliverables are unofficial and shall be used as WP internal facilities.
PERSON IN CHARGE OF THE PROCESS OF PRODUCTION OF THE DELIVERABLES
Each workpackage of BaSysBio has to produce one or more deliverables during the project. Each partner has to be aware of the deliverables in which they must take part.
DISSEMINATION LEVEL OF THE DELIVERABLES
The deliverables could be
• confidential (only for members of the consortium),
• restricted to other programme participants,
• restricted to a group specified by the consortium,
• open to the public.
In any case, each deliverable has to be submitted to the European Commission.
TYPES OF DELIVERABLE In BaSysBio, the deliverables are often written reports but can also take another form like prototype, molecular data, standard operating procedures, software, etc. In such cases the deliverable should nevertheless also be documented in a written record of the achievement of the deliverable, including any available supporting material (e.g. photos of the prototype, the report of the conference etc.)
1.1.1.2 Production process
The purpose of this Part is to help the Coordinator and the WP leaders to prepare BaSysBio’s deliverables and to provide the foreseen deliverables to the EC without any delay.
GENERAL PROCESS OF PRODUCTION OF A DELIVERABLE
• Partners in charge of the tasks related to a deliverable are required to report the deliverable using the specific deliverable template (the template can be found in the internal documents section of the Collaborative Workspace).
• The WP leader collects the reported deliverables of the partners, checks them and transmits them to the Coordinator and the Administrative Team at least 15 days before the due date.
• The Coordinator, the Administrative Team and the Executive Committee check each deliverable, approve it and transmit it to the Commission before the due date. NB: WP leaders should identify as soon as possible any item which may affect or delay the production of the deliverable and forward as soon as possible this information to the Coordinator and the Administrative Team. If necessary, they should ask with appropriate arguments the ExC and GB for a postponement of its delivery, but they should be aware it could be refused by the ExC and could induce changes in budget allocation.
NB TO ALL PARTNERS: all partners should take into consideration that any delay of delivery to WP leaders will delay reporting of the deliverable to the EC and could thus affect the budget of ALL partners.
PREPARATION OF A DELIVERABLE (WP LEADERS) Coordinator Adm. Team Submission by WP leader Checking and Approval
- European
Commission ExC Preparation by concerned partners Deliverable preparation Evaluation Checking and Approval Due date 15 days before the due date
• WP leaders are informed of each BaSysBio’s due deliverable by checking the list presented in Annex I of this Management Guidelines and in the DoW (Description of Work),
• They identify the content and timetables of the deliverable and inform the partner about the type of the deliverable,
• They identify the dissemination level of the deliverable in order to have a better understanding of the target audience for appropriate content and format,
• They plan the production of the deliverable, according to the timetable,
• They ensure the appropriate logistics for the production of the deliverable.
PRODUCTION OF A DELIVERABLE (WP LEADERS) • WP leaders produce in due time the deliverables as planned using the specific deliverable template.
EVALUATION AND APPROVAL OF A DELIVERABLE (COORDINATOR ADMINISTRATIVE TEAM AND EXECUTIVE COMMITTEE)
• After transmission of the deliverables by WP leaders, the Coordinator, the Administrative Team and the Executive Committee check the deliverable,
• The Coordinator, the Administrative Team and the Executive Committee validate, or not, the deliverable, and inform the WP leader if there are some problems with a deliverable,
• After validation, they submit the deliverable in due time to the Commission (electronically and on paper).
NB: WP leaders are responsible for reminding partners of the delivery dates. They should ask for all documents necessary for the concerned deliverables. They can use the calendar part of their specific WP workspace in the Collaborative Workspace.